Policy purpose and scope
The Company acknowledges that its employees may incur expenses in the carrying out of their role. This policy sets out the Company’s stance on the scope, authorisation and reimbursement of those expenses.
Expense claims must be supported by receipts to evidence expenditure. In addition, claims will only be processed where the Company considers the employee’s expenditure to be reasonable and necessary.
Misuse of the Company’s expenses policy is considered to be a disciplinary offence under the Company’s disciplinary procedure which may result in the employee’s dismissal.
Types of expenses
Noted below are the most common types of expenditure for which the Company will reimburse the cost. The cost of other expenditure may also be reimbursed, however, employees must always seek authorisation from their line manager before purchase.
Travelling expenses
Employees should:
- consider whether travel is necessary or whether the task could be completed by telephone or video conference
- choose the most cost-effective methods of travel
- ensure their travel is approved by their line manager.
Car mileage
Business mileage may be claimed at the following prevailing rates:
- own car = …….. per mile
- Company Car (petrol) = …….. per mile
- Company Car (diesel) = …….. per mile.
There will be no reimbursement of home to office mileage and return, except in the case of home based employees travelling to head office. The equivalent home to office mileage should be deducted from other claims.
Rail and air travel
Where such travel has been approved and it is necessary to undertake travel at extremely short notice, any travel paid direct by the employee will be reimbursed through the expense claim process, for which a receipt must be provided. In normal circumstances, such travel is to be booked through the accounts department.
Parking, road tolls, underground, taxi and bus fares
Parking, road tolls, underground, taxi and bus fares will be reimbursed as appropriate, but usage must be appropriate and supported by receipts.
Expenses incurred when travelling from home to your usual/designated Company office will not be reimbursed.
Accommodation and allowances
Overnight accommodation will only be approved when significant travel has to be undertaken and will only be authorised in respect of early morning work.
In certain circumstances, the Company will provide you with an overnight accommodation allowance. Where overnight accommodation is authorised and booked, this will take the form of bed and breakfast accommodation only. The reasonable cost of an evening meal will be reimbursed which must be supported by a relevant receipt.
When on a business trip away from the employee’s home/normal work town, the Company will provide a £[insert amount] lunch allowance.
Client/staff entertainment
Where employees have been authorised to entertain clients, the Company will reimburse costs on production of receipts via the expenses procedure. It is normal practice for the most senior employee present at the event to produce an expenses claim in relation to client entertainment, however, if this is not possible, the claim can be made by another employee. The claim must be authorised by the most senior employee present. Where all employees are of the same seniority, only one employee should incur costs and present a claim.
Credit card
Company credit cards are to be used for business purposes including but not limited to reasonable travelling expenses, reasonable accommodation costs and client entertaining expenses.
You should provide the accounts department with all receipts including VAT receipts, within [insert number] working days of the date on which your account statement is received.
You are not permitted to use the company credit card for personal use. Any unauthorised personal transaction via your company credit card will automatically be deducted from your next salary payment. This is an express written term of your contract of employment. Under no circumstances should a company credit card be taken on holiday or abroad.
When using a company credit card you are an ambassador of the Company therefore you should deal with all transactions courteously and professionally.
On termination of employment, your company credit card should be handed in to [insert name] on your last date of employment.
Phone calls
Company mobile phones are provided to you in order for you to fulfil your duties professionally and efficiently. The mobile phone provided does not belong to you. It is to be used strictly for business purposes, only except in the case of an emergency.
We reserve the right to monitor Company mobile phone use to ensure compliance with our policy and any personal use will be recharged back to you.
Expense claim procedure
Claim forms are available from [insert details]. Employees should send the completed form to [insert details] for authorisation. The claim will then be passed to the accounts department for processing, and claims submitted by the [insert date] of the month will normally be reimbursed in next payroll run.
The claim form should be submitted within [insert number of weeks/months] of the expense being incurred; with the appropriate supporting receipts, vouchers, mileage record or other proof that they have been incurred; and otherwise complies with the above rules for reimbursement.
Records of personal travel and entertaining claims should be kept for two years following the end of the relevant income tax year.
Manager responsibilities
When authorising travel plans, managers should ensure that the plans are the most cost-effective method to be used, and that all travel and entertainment cost is pre-authorised. Claim forms should not be signed off without thorough inspection that all costs are reasonable and supported by valid evidence.